Execution & Control Phase: IT Project Management

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In project management, Execution and Control phase is an essential phase where the overall team of the project build as well as generate all the required deliverables. It initiates only after the approval about the project plans and the allocation of different resources essential for executing all defined tasks. In this phase, the project team develop the deliverables about the physical project. Also, the user makes the testing and approval for the entire work.

The Execution and Control phase is mainly considered as one of the longest and important phases in the complete project management life cycle. The particular phase ends after it verifying that its deliverables met with the acceptance criteria of the customer established in the project plan and the document of user acceptance has been signed off.

Different Activities of Execution & Control Phase

Conduct execution kick-off meeting

Before executing different project tasks by the team, a kick-off meeting will be done with all the available participants in particular phase. The meeting mainly focuses the team of the project on various tasks or activities by re-informing them about the targets and scope of this particular project. some useful and essential items that need to be involved for executing the kick-off meeting are as follows:

  • Introduction about all the participants
  • Articulate the time or duration about the phase
  • Inform all the team member about the expectations
  • Make discussion on communication plans
  • Make discussion that how the conflicts and issues must be managed
  • Make discussion on the working style of the team members
  • Remind the entire team about regulations, policies and security related considerations that need to be followed for the project

Execute the project communications management

One of the essential activities of this phase is to save all the parties informed about the progress of the project by sending them the report including the status. This mainly involves gathering information regarding the status of the project, formulating and consolidating the information, generating the report about the project status as well as sending them to specific stakeholders, considering the appropriate communications plans established in the previous phase i.e. Planning phase. A status report is basically considered as an essential aspect regarding regular communications about the status as well as progress of the project. An appropriate status report mainly consists of two different parts such as deliverable status and project status.

Project status is the part of the status report the oversees the progress about the whole project. Project status mainly consists of several parts as given below:

  • Summary of the project status
  • Weekly accomplishment
  • Upcoming activities
  • Open issues
  • Open risks

On the other side, the second part of the report mainly focuses on reporting the overall status about regarding all the deliverables involving:

  • Forecast time of task accomplishment
  • Status

Manage the project procurement

This given activity mainly involves the management of the procurement of different goods and services in supporting various tasks of the project. It mainly consists of three different parts such as:

  • Selection of a vendor aa per criteria and method document in the procurement plan of the project
  • Executing the procurement
  • Log the procurement

Tracking and managing the risks and issues of the project

Risk management is one of the important parts related to IT Project Management Lifecycle. Managing different risks in appropriate manner ensures that the project will stay on budget and track. In a planning phase, the development of risk management plan was done. This phase mainly focuses on the execution of resolution as well as some mitigation strategies decided, monitoring the overall project for causing of various risks as well as to update the Risk Register by involving different newly detected risks. Risk management consists of different elements such as:

  • Affected work packages
  • Risk Probability
  • Risk impact
  • Risk Score
  • Approach or mitigation strategy for risk management
  • Early warning triggers or signs

Moreover, an issue log is utilized for tracking, documenting and reporting the issues identified during the execution of the project. It consists of below given elements:

  • Affected work packages
  • Urgency
  • Resolution
  • Status
  • Reported date
  • Close date

Conduct project change management

A change request mainly arises when an individual requires to change to the projects or deliverables of the project. It can pertain the product, project, requirements, documents or other control items detected and documented in the change management plan. In planning phase, the change control management and configuration management control are planned. This given phase mainly includes processing the change requests considering the procedure planned and also documenting the results about the reviews of change request as well as performing the change after approving the request.

Accept Request

The final activity about the phase is to have the acceptance of the project by the user. After the development of the deliverables, the user evaluates that whether all the deliverables effectively satisfy the requirements or not. It may be done by user or IV&V reviewer. The user or reviewer will assess the overall success criteria that have been identified in the project charter along with the documented acceptance criteria in the project performance plan, in evaluating the success of the project. Finally, the evaluation result is documented, sign-off by the project sponsor and the user and some other related parties such as IV&V reviewer. It concludes that the overall project has met with all the developed goals.